MS Excel stands for MicroSoft’s spreadsheet programme that is used for storing, organizing and manipulating data. This software is a powerful computer programme is a part of the MS Office and is available for operating system of Microsoft Windows and Mac OS X. This is the most used spreadsheet programme these days. We give below a screen shot of Excel Screen with some inputs about how it can be useful for calculation of salary of employees in an organisation. It has the ability to perform complex operations, save time and improve efficiency.
· Microsoft Excel is a spreadsheet application.
· It is a part of MS Office.
· It features calculation, graphic tools, pivot tables and a macro-programming language called Visual Basic For Applications (VBA).
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A look at the above Excel screen shows that “spreadsheet” is a rectangular table with grids of rows and columns. The horizontal rows are identified by numbers (1,2,3,4,5….) and the vertical columns with letters of alphabet (A,B,C,D,E….).
MS Excel popularly known as “Excel” is a very powerful software with so many features that it is not possible to discuss even a fraction of these in these pages. The features include calculation, graphing tools, pivot tables and a macro programming language called Visual Basic for Applications.
What is a Cell in Excel ?
The intersection point (i.e. the small rectangular box) between a column and a row is called a Cell. This “cell” is the basic unit for storing data in the spreadsheet. There can be thousands of cells in a spreadsheet depending on the amount of data you are storing. To identify or refer to data stored in a particular cell, it is identified by so called “cell reference”. For example, in the above screen shot, 5000 is in cell referred as B4. Thus, we can say that cell reference is a combination of the column letter and the row number.
Can You Give Me Some of the Uses of MS Excel :
Excel is used for a large number of functions. Some of the functions for which Excel is widely used includes, (a) Managing data records like name list (you are easily sort alphabetically); (b) Analysis through pivot tables; (c) corporate budgeting; (d) creating forms and consolidating results; (e) inventory management ; (f) Breakeven analysis.
Some important terms relating to MS Excel :
a) Worksheet : It is a grid of cells made up of horizontal rows and vertical columns. It contains 65536 rows and 256 columns.
b) Row Number : Each row is given a number 1,2,3,4, …. So on.
c) Column Letter : Each column is given a letter starting from A…Z, AA….ZZ, BA…BZ, ….IA – IV.
d) Cell : It is basic unit of worksheet where numbers, text, formulae, etc, can be place.
e) Cell Pointer : It is a cell boundary that specifies which cell is active at that moment.
f) Current Cell : It is a cell which is active.
g) Range of Cell : It is a group of contiguous cells that forms a rectangular are in shape.
h) Work Book : A worksheet is a grid of cells made up of rows and columns. Multiple worksheets can be combined under a file known as Work Book.
i) Data in Worksheet : Three types of data can be entered, numbers/characters, text and formulae.
j) Formula : It is a sequence of values, cell address, names functions or operators in a cell that produces a new value from existing values.
k) Cell Referencing : Each cell in worksheet has a unique address, when cell address is referred in formulas, it is called Cell Referencing.
l) Relative Referencing : Cell referencing in which the cells are referred by their relative position in the worksheet relative to a particular cell.
m)Absolute Referencing : Cell referencing in which the cells are referred by their fixed position in the worksheet.
n)Mixed Referencing : Combination of relative and absolute referencing is called Mixed Referencing
o)Functions : Functions are predefined formulae that perform calculations by using specific values called arguments.
p) Structure : The structure of a function begins with the function name, followed by an opening parenthesis, the arguments for the function separated by commas and a closing parenthesis.
q) Charts : Charts are the pictorial representation of worksheet data.
r) Area Chart : An area chart emphasizes the magnitude of change over time.
s) Column Chart : A column chart shows data changes over a period of time.
t) Bar Chart : It illustrates comparisons among individual items.
u) Line Chart : It shows trends in data at equal intervals.
Excel Keyboard Shortcuts
The following keyboard short cuts can be used to increase the speed and smooth functioning in the MS Excel spreadsheet work.:
| Hide / Unhide shortcuts: | |
| CTRL+9 | Hide the selected row(s) |
| CTRL+SHIFT+( | Unhide any hidden row(s) within selection |
| CTRL+0 | Hide the selected column(s) |
| CTRL+SHIFT+) | Unhide any hidden column(s) within selection |
| Navigation shortcuts: | |
| HOME | Move to the beginning of the Row |
| CTRL+HOME | Move to the beginning of the Worksheet |
| CTRL+END | Move to the bottom-most and right-most used cell in the Worksheet |
| CTRL+PAGDOWN | Move to the Next Sheet in the workbook |
| CTRL+PAGEUP | Move to the Pervious Sheet in the workbook |
| ALT+PAGEDOWN | Move one screen to the Right |
| ALT+PAGEUP | Move one screen to the Left |
| Selection shortcuts: | |
| CTRL+SHIFT+PAGEDOWN | Select the current sheet and next sheet |
| CTRL+SHIFT+PAGEUP | Select the current sheet and previous sheet |
| CTRL+SPACE | Select the entire COLUMN |
| SHIFT+SPACE | Select the entire ROW |
| CTRL+* | Select current range |
| CTRL+SHIFT+O(letter O) | Select cells that contain Comments |
| CTRL+SHIFT+* | Select the current region around the active cell |
| CTRL+ / | Select the array containing the active cell |
| CTRL+] | Select all cells that contain formulae that directly reference active cell |
| CTRL+SHIFT+} | Select all cells that contain formulae that directly or indirectly reference active cell |
| Date & Time related shortcuts: | |
| CTRL+; | Insert current date |
| CTRL+SHIFT+: (COLON) | Insert current time |
| Number Formatting shortcuts: | |
| CTRL+SHIFT+~ | General Format the numbers in selected range |
| CTRL+SHIFT+% | Apply Percentage format to numbers in selected range |
| CTRL+SHIFT+$ | Apply Currency format to numbers in selected range |
| CTRL+SHIFT+# | Apply date format (dd/mm/yy) to the selected cell(s) |
| CTRL+SHIFT+^ | Apply Exponential number format with 2 decimal places to the selection |
| CTRL+SHIFT+! | Apply Number format with 2 decimal places, thousands separator and minus sign for -ve numbers |
| General Cell / Range Formatting shortcuts: | |
| CTRL+1 | Format cells menu |
| CTRL+SHIFT+& | Apply outline border to the selection |
| CTRL+SHIFT+ _ (underscore) | Remove the outline border to the selection |
| CTRL+5 | Apply (or remove) Strikethrough format to the selection |
| CTRL+B OR CTRL+2 | Apply (or remove) Bold format |
| CTRL+B OR CTRL+3 | Apply (or remove) Italic format |
| CTRL+B OR CTRL+4 | Apply (or remove) Underline format |
| Copy data shortcuts: | |
| CTRL+D | Fill Down |
| CTRL+R | Fill Right |
| CTRL+, (comma) | Copy formula from cell above to the active cell |
| CTRL+” (double quotes) | Copy value from cell above to the active cell |
| Other shortcuts: | |
| CTRL+K | Insert hyperlink menu |
| CTRL+’(~) | Toggle formula view |
| F4 | Repeat last action |
| F11 | Chart selected data |
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